Everything you need to know to get started with intuo’s engagement module!

Everything you need to know to get started with intuo’s engagement module!

Written by Florence Dobbenie Updated over a week ago

1. Intro

Welcome to intuo!

The intuo platform allows companies to take a holistic talent enablement approach to their organization. It combines a performance management approach focused on the employees with an easy-to-use engagement tool allowing team leads and HR to easily gather insights and get a better understanding of what the priorities in terms of people should be. On top of that, a learning environment can be created as well to allow employees to learn when and where they want - crucial in this quick-changing and on demand culture.

These three modules - Perform, Engage, Learn - combine to create a powerful facilitator for companies looking to focus on developing their workforce.

The relationship between employee engagement and organisational effectiveness has been proven by extensive research. Having questioned our network of HR professionals, we found that almost 70% of all organisations questioned have identified engagement as a top priority for 2020. At intuo, we strongly believe in measuring employee engagement to get insights and allow companies to make informed talent decisions.

One of the three main modules in our platform is Engage, and for the purposes of this guide this is where our focus will be. Intuo’s engagement solution is extensive and full of insights, fit for a modern workforce. We combine an easy-to-use interface where employees can easily interact, with powerful but easy to interpret dashboards for team leaders and HR.

Dashboards include a general engagement overview, graphs that allow for comparisons between teams and a more in detail overview on a per-topic basis. These dashboards are generated by the input gathered by intuo’s engagement pulses, that can either be sent out on a continuous or ad hoc basis.

Follow this guide for the specifics and how you can easily set up and start working on your engagement today.

As an admin, you will receive your login details via mail. This mail will be sent by notifications@intuo.io. As an admin you can start configuring the platform as discussed below in this article.

Click on “create a password”, to get you started. Please fill in your email address and your self-chosen password. Now you’re able to log in. The first screen that will pop up is the GDPR notification. If you want to enter the system, you need to accept and continue the GDPR notification.

As an admin, you should be able to see the the studio and settings, to start configuring the platform. If you don’t see this, please refresh your page.

3. Configure the emails sent out automatically by the platform (optional)

Config mode:

Your platform will automatically be set in configuration mode. This means that no communication is going out to anyone for as long as it is in this mode. Once you disable it everyone will receive an invitation to join the platform. Don’t accidentally switch it off before you want to go live!

The emails that are sent out automatically by the platform can be found on the platform through Settings > Communication > Mail Templates.

Attention: use the exact placeholders as shown in the templates.

The content of these emails can be tailored to your company, and we strongly advise you to spend some time creating the right messaging that fits your company’s culture. This is an ideal way to create some awareness (why?) and set the expectations (what?).

For your situation, it’s only necessary to have a look at the following 2 emails:

1. New Import (Eg. CSV): This is the first email that will be sent to users, it’s used if you import manually or if you import via CSV. Tip: explain why you are sending out continuous pulses and help them to create a password:

Hi %{{name}},You are invited to join the %{application_name} platform.To create your account and choose a password, go to the following web address: %{{reset_link}}. Your password should have a minimum of 8 characters and should contain a mix of lower and uppercase letters, digits and symbols. It should also be sufficiently complex: i.e \'P@ssword1\' is NOT a valid password. Find more info here: %{{password_help_link}}. In most mail programs, this should appear as a blue link which you can just click on. If that doesn\'t work, then cut and paste the address into the address line at the top of your web browser window. If you need help, please contact us at %{admin_email}.

2. Engagement Survey: This mail will be sent out every pulse (weekly, bi-weekly, monthly - as you choose) so users are invited to fill in the survey. Tip: this is the moment to convince them to fill in the pulse. Don’t forget to change the subject and body of the email:

Hi %{{receiver_name}}! Do you have a moment to answer a few questions? Your answers are 100% anonymous. Authorized persons will be able to read your answer, but will not be able to link your name to those answers.

When adding a user to the platform, you can define the language. All email communication and surveys will be sent in that language. To translate the content of the above emails go to Settings > Communication > Manage translations (top right). Select the language for which you want to add the translation.

Here you can translate your customised emails in the languages you want (all default mails are translated in all platform languages).

4. Update the look & feel (optional)

As mentioned, what and how you communicate is of the utmost importance when we’re going through a change process. With everything changing, it’s important to make employees feel safe both by using the words and phrasing they know but also by making it look and feel familiar. This should be done before you send out the first emails.

While we work with a fixed layout for all our customers, intuo’s platform does allow you to customize the branding of our tool. Adding the colors and logos of your organization will help ease employees into this new process, while also making it more attractive and less intrusive to increase adoption.

There are a few options within the platform that you can tailor to your organization:

1. Color themes: We offer a fixed set of different color schemes that fit your organisation. Through Settings > Appearance > Themes you can easily select the scheme that fits you best.

2. Logos: Your logo is used throughout the platform, for example on the log-in page and mails. Through Settings > Appearance > Logos you can easily provide us with the logos that fit the descriptions.

3. Log-in Page: This is the landing page of your platform and will host your employees when they go to the URL before they’re logged in. You can set a personalized background picture, change the welcome text and provide it with a title. You can also provide the basic company information.

Find it through Settings > General > Landing Page / Basic Information

Following items you can change:

Background picture 500x500 (jpeg. png.) - Settings > General

The logo(jpeg. png.) - Settings > Appearance > Logo

The overlay color - Settings > Appearance > Theme

Description - Settings > General > Landing Page

Attention: It's possible that you may have to do a 'hard refresh' because the previous logo might still be saved in your browser's cache (for more info: http://refreshyourcache.com/en/cache/, 'Clearing cache memory').

5. Update engagement settings (optional)

If you don’t update these settings the pulse will be sent out on Friday every week containing 5 questions

Intuo’s platform allows you to customize the way you want to use the platform. Those settings can be updated through Studio > Engagement > Settings.

In the Settings tab there are numerous options you can configure to your liking:

Enable engagement pulse: Enabling this will allow intuo’s platform to send out engagement pulses on a fixed frequency. You can control and set the different parameters of this continuous pulse:

Frequency: Weekly, Bi-weekly or Monthly

Amount of questions: 5 or 10 questions per pulse

Day they’re sent out: Monday, Tuesday, Wednesday, Thursday or Friday.

intuo tip: if you increase the frequency, decrease the amount of questions. If possible send out your questions on a Thursday.

Send engagement pulse manually: Next to the continuous pulses, you also have the opportunity to send out ad hoc pulses. This allows you to choose a question set, and send it as a one-off manually.

intuo tip: Use this as a baseline test when beginning, or to have a quicker bigger sample size.

Setting the threshold scores: These thresholds will quickly show you what is deemed positive (green), neutral (orange) or negative (red) in your dashboard and can be set up on a company base.

intuo tip: Start with setting the thresholds in a favorable and realistic way. If a score of 65% is good for your culture, keep that in mind when setting the thresholds.

Public engagement pulse results: If this setting is enabled, team members will also be able to see the aggregated results of their own teams from the engagement pulses. If this is disabled: only admins (all results) and managers (only for their team) can see results.

Show inactive users: Show either all inactive users, only the number of active users or hide them altogether.

Compare between teams: If you disable team comparison, we will not compare teams. So team leaders won’t see the scores of other teams.

Minimum number of team members: The minimum number of team members that need to have filled in the engagement survey in order to show results. The minimum is three. So when less people answer the pulse or there are less than three people in a team, you won’t see the results.If a team is smaller than 3 people we will not show that team’s results, however the input of that team is taken into account for the results of the parent team and company score. Intuo tip: Some countries require a minimum of 7 people before we can display results - be sure to check this with your legal team.

Qualitative Feedback: Users can give qualitative feedback which is visible for admins. If enabled you can allow managers to see the qualitative feedback as well for the teams that they are in charge of. If enabled, we can also allow managers to reply to the engagement feedback.

6. Pulse the engagement questions

Intuo has an off-the-shelf question set that can be used, and is available in a number of languages (EN, FR, NL, DE, ES, HU, PT, JA) These questions are divided over several topics:

In our full product you can add your own questions and topics and even decide to pulse different topics/questions to different parts of the organisation. In this free version you will be limited to a specific set of questions made for these times. Our regular question-set is larger than this one as well.

7. Import user CSV

Importing users is easy to do, by using a .CSV file. This is something you can do yourself in the intuo platform. Make sure to follow the guidelines below.

The .CSV file consists of 5 fields that are mandatory to successfully upload: First nameemployee, Last name employee, Email employee, Team name and Team leader's email.

The way teams are built in the system is by allocating people’s email address to their team leader’s email address, the person they report to directly e.g. Anna (in orange in the org chart below) is a sales rep for the Benelux region and reports to John, so he is listed as her team lead.

Each of those teams need to have a name. There is absolutely no way around this, so even if they’re a subteam of a bigger team or if you don’t have predefined team names, they would have to be called something like John’s team or John’s direct reports or Sales Team Benelux (green).

In the case of John (green), as a team leader, he needs to report to someone above him, e.g. Mark the VP of the sales team, then there needs to be another level added and he needs to be allocated to his leader. In the org chart below John reports to Mark in the team called Sales Management.

The only person that doesn’t have to be allocated to a team is the CEO. We recommend you make the file top-down, starting with the CEO and working your way through the organisation.

The extra metadata you're able to add is start date, gender, birthday, department and language (choose from: EN, FR, ES, NL, DE, JA, HU, PT). All other custom fields are available in the full version of the product and are not available in this free version.

Don't be mistaken, you can first make an excel file like the example above and convert it to a CSV file. Click here to find out how to do this.

Please find the CSV through this link to get you started with the predefined mandatory and optional columns. Keep it simple.

To make sure we are GDPR compliant, please send over the CSV file via WeTransfer. WeTransfer also allows to set a password and auto-expire the download URL.

8. Email your intuo customer success that you’re ready to go live

Your intuo customer success will do a final check of your configuration, build the organisation structure based upon the team structure and go live within 24 hours.

9. Look at & interpret the results

In this free version, we have 2 methods to look at the results:

Insights: Engagement Heatmap

Engagement overview

On top of that we also have an engagement list and grid to have even better insights, but this is not enabled in this free version.

Insights: Engagement Heatmap

The engagement heatmap allows admins and team leaders to compare engagement data of teams so they can better understand where to intervene. It's possible to compare the engagement of a team with that of the whole company, or compare team results across different time periods.

Interpreting heatmap results

In a heatmap, values are compared with each other and the result of this comparison is represented as a color. There are four possible states that a value can be in the table:

Green: the result is better than the one you compared it to

Red: the value is worse than the one you compared it to

No color / white: the value is the same as the one you compared it to

No results: this is symbolized by this icon (). This means we can't show the result of that team for that driver because of privacy reasons. (Eg. Less than 3 people in the requested group).

This is an example of a heatmap:

First, you need to select the period of engagement data you want to base your comparison off of.

We offer the following options by default:

Last week

Last month

Last 30 days

Last quarter

The 'Last 30 days' option is the only one that counts from the current date. All the other options mean 'last complete week/month/quarter'.

It's also possible to select a custom date range by click-and-dragging on the calendar.

There are two methods of comparison:

compare team data with the company's data on the same date

compare team data with results from a different date

We also have some extra settings. These settings can be accessed at any time by clicking the 'filter' icon at the top right corner of the page.

Exclude team leaders: if you check this option, the data from team leaders will not be included in the aggregated result of their team.

Show drivers without results: no questions were pulsed for these drivers or not enough people replied for these drivers.

Show teams without results: Enabling this will show the 'privacy' icon for teams that don't have enough aggregated engagement results. Depending on your needs, enabling this could be useful to get a full overview of your organisation.

Engagement overview

The engagement overview is the first thing employees get to see when they click on the engagement module in the left bar (unless you’ve disabled this for them > Publicengagement pulse results).

Average metrics:

The average score displays the average engagement score of their team (as a team leader) or all teams combined (as an admin). This percentage contains the average engagement score from the last 4 engagement pulses. Below every engagement score there’s a term that describes how good or how bad the score is:

Next to the sphere you’ll notice there are some other metrics. Questions Answered is the % of questions answered by the whole team. Questions Pulses describes the total amount of questions pulsed since the start of using intuo.

Pulses are the amount of pulses that have been sent (in this example 4) to create the score in the sphere.

Users is the amount of members in a team using intuo’s engagement module.

Inactive users is the amount of employees that missed more than 3 pulses in a row (you cannot change this).

Metrics over time:

This graph visualises engagement levels over time. For many companies this is the go-to at the end of every quarter as they can compare and benchmark results to previous periods.

The percentage in green is the number compared to the previous month’s score. So in this case there was an increase of 19% in December compared to November.

Company score is the overall engagement score of all the participants within the organisation that month, disregarding the teams.

Your team’(s) score the overall engagement score of all the team members of your team(s) in that month.

IT team score/Sales score displays the score of a specific team.

Your score is the overall engagement score of that month. This will always be anonymous to other team members.

The response rate is not the same as the ‘Questions Answered’ rate. The response rate does not contain skipped questions. For example:

User 1: has been asked 5 questions, answered 3 and skipped 1 afterwards left the survey. Their response rate will be 4/5.

User 2: has been asked 10 questions, answered 9 and skipped 1. Their response rate will be 10/10. The overall response rate for the above example will be 14/15, or 93.3%.

In the right upper corner you can choose to adapt some filters. If it’s blue, it means that your filter is activated. Grey means that there are no filters selected.

Including child teams means that you want to include small teams that are part of a bigger team, e.g. HR team consists of a L&D team, payroll team and recruitment team. Including child teams would mean that you want to include these 3 as well.

Don’t show team leader data in results can be useful if you want to see your team's results without yours as a team leader.

Engagement drivers:

Engagement drivers are topics that define how engaged employees are. You can see the specific engagement score per driver in the sphere next to it. It will have a green, orange or red color depending on what settings you’ve set (= upper and lower threshold).

If you want to analyse a specific driver, you can click on it. You’ll see a different graph with only information concerning this specific driver.

As an admin, you can see your own results, those from every team and the entire organisation. You’ll see a number on the far right that displays -13% and -14%. The difference between these two data points is:

Percentage in the right corner (engagement score) compares the score with the previous month (in this case -13%)

The percentage in the right corner of each engagement driver compares the percentages with the previous 4 engagement surveys. This example -14% means that this particular driver has decreased with 14% compared to the last 4 engagement pulses.

As on the general page you can see the driver’s percentage in a circle. This indicates the average score of the last 4 engagement pulses. Below each score you can find more detailed information. Questions Analytics gives you more information on all questions answered. In the People Analytics block you see an analysis based on the people that replied to the last 4 engagement pulses.

Admins can compare teams in terms of results. Team leaders only can see their team’s results. Admins can however choose to disable this in the studio so that they cannot see all team’s results.

Qualitative feedback:

The engagement overview will have a second tab titled 'Comments'.

For a user, all comments on your qualitative feedback that have been replied on by a team leader or an admin, will be shown here. As a user, you are guaranteed to stay anonymous.

For an admin or team leader, the comments tab will look like a mail inbox. The categories will be 'Comments' and 'My Comments' with the latter listing the user's own comments. Next to Comments you will see a badge listing the amount of unread comments.

If you want to reply to feedback given on one of your questions, you can click the Reply button on the item. This will open up a chat-like modal where you can engage with your employee or team member in a safe and anonymous way.

Let your team leads respond to their team members' feedback:

You can give your team leaders the option to answer to their team members' feedback themselves by enabling that Team leaders can reply to engagement feedback sub-setting, which can be found in the Show qualitative feedback for team leaders section in Studio > Engagement > Settings.